Department Administrator

About the role

The Department Administrator supports the Product Development Creation Functions and Materials Development departments, ensuring smooth day‑to‑day operations at the Portland office. This role combines administrative coordination, financial processing, and stakeholder communication to keep the department running efficiently.

Key responsibilities

• Communicate professionally via phone, email and in person to support Product Operations, Development, Costing and Materials teams.
• Maintain accurate records, process invoices, prepare expense reports and coordinate with Controlling for payments.
• Schedule meetings, appointments, off‑site events and travel; manage calendars and arrange accommodations for visitors.
• Order and replenish office supplies, equipment and onboarding items such as phones and laptops.
• Assist with international and domestic travel arrangements, including visa applications.
• Manage shipping and receiving of samples, support presentation creation, and generate reporting such as monthly BU Scorecards.
• Execute purchase requests via ARIBA guided buying and troubleshoot open purchase orders.
• Support space planning, keep work areas organized, and provide day‑to‑day employee assistance (benefits, FTO, meeting schedules).

Required profile

• Excellent verbal and written communication skills.
• Ability to learn and use internal software systems proficiently.
• Strong interpersonal skills and a collaborative team attitude.
• Highly organized with attention to detail and follow‑through.
• Capable of multitasking in a fast‑paced environment.

Required skills

• ARIBA guided buying platform